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Finance Summary
Finance Summary
The Finance Summary screen shows you basic information about your accounts, including how much money is in your accounts. If you have been allocated grant funding, it will be totalled up together in one figure. If you have an additional account, such as a sub-account for a specific project, this will appear separately.
You can also see the history of your purchase requests. There's a button for payment requests, but we don't use it - instead we use the Payment Request Form.
To see further information about your group’s finances, click on one of your group’s accounts. This will show you a more detailed breakdown of your accounts. You’ll see the total balance across your accounts, and the date that your accounts were last updated.
Underneath there are two tabs for Pending Expenditure/Income. These will display any payments which are waiting to be processed into or out of your account, such as event tickets which have been purchased on the website but the transaction hasn’t yet been fully processed. These will move into your main statement over time.
Below these tabs you’ll see your main statement, which is a record of transactions made into and out of your group accounts. If you have a grant account, the number in the Nominal column will tell you whether it’s from your Own Funds or your Grant account:
Finally, underneath this, you’ll see a section called Nominal Breakdown of Balance. If your group has multiple accounts, e.g. a Grant account or a sub-account for a specific project, here you’ll see how much is in each of these accounts separately.
Purchase Requests
Purchase Requests
Purchase Requests should be used for any purchases you wish to make for your student group which do not fall under this list:
Fuel
Taxis
Food purchases
Printing
Invoices
Charity donations
Reimbursements
Purchases that are not covered by purchase requests, may be processed through the Payment Request Form. Purchases that do not fall into these categories, such as hotel bookings, equipment orders, merchandise, eBay and Amazon orders etc. should be processed as a Purchase Request.
How to complete a Purchase Request form
How to complete a Purchase Request form
A Purchase request form is specifically for purchases made on your behalf and done by Credit Card. If you have an invoice or bank details for the purchase, then this can be done through the Payment Request Form.
Follow the below steps.
Sign into your Dashboard through the York SU Site:
Once you are on your dashboard, go to the Finance tab:
You will then find the Purchase request form in the bottom right hand corner. Click on “New Purchase Request”:
Filling out the form
Enter the Supplier details, making sure the fields with any red asterix (compulsory fields) are filled in. Click on Next:
2. Create your item as per below. Make sure the Unit cost is inclusive of VAT. Click on Next:
3. Enter VAT and Delivery costs, VAT will be Zero. Click on Next:
4. Enter your Student Group details by filling in which account you’d like the money to come out of:
Department: Select your group
Nominal: Select the following for your specific Own Funds account:
Societies/Media: 2050
Sports Clubs: 2150
Volunteering: 2400
Colleges: 2250
College Sports Clubs: 2275
OR, if it's coming out of your Grant account, select the appropriate account
Societies/Media: 2000
Sports Clubs: 2100
Volunteering: 2450
Colleges: n/a
College Sports Clubs: n/a
Amount: enter the total of your order, including delivery.
If you’d like to split the total between accounts (e.g. part-funded grant items), you can add another nominal entry to do so. Note, the system will give you an error at this point if the total doesn’t match. When the total matches, click on Submit and then select Next.
5. Drag or attach all relevant documents that are needed, i.e. links to items, website address for donations, etc.
Please also upload in the quote section a document for finance to access any links that they will need to use to be able to buy the product/(s) and provide shop basket details and any other important info (e.g. delivery details, date needed by, and anything else that finance will need to be aware of).
If you do need to send login details, the username can be submitted within the quote detail. Never send password details. You will be contacted for this by the finance team quoting the Purchase Request ID, if needed.
Click on Next:
6. On the Misc tab, toggle the option to indicate if a transport item is required and therefore you want Finance to book transport outside of the normal route and therefore not through Enterprise or York Pullman, (our current transport suppliers). Leave the question about funding applications blank, as this is not relevant to our processes. Click on Next:
7. Select Finish. This will then submit the form (if it has been completed correctly):
8. You will then get a confirmation of successful form completion:
Once you have submitted your form, it will appear on your dashboard. York SU will receive the request through their dashboard. The form will then be approved or declined by your lead staff member and then by the finance team. If we have any queries for you, we will email you or leave feedback on the form for you to respond to and complete.
While your request is pending, it will show in the ‘Active Requests’ tab of the home screen in the Finance section of your Dashboard. Once the request has been completed/purchased, it will move to the ‘Archived Requests’ tab.
If you have any issues with filling in the form then please email finance-suppliers@yorksu.org and we will help you.
Expenses Module
Expenses Module
The expenses module is not in use by York SU, it is an inactive module! Instead, please complete our Payment Request process.
Memberships
Memberships
Memberships are set up automatically by your link staff member during the re-ratification process. If you require any amendments or additions to memberships, please contact them directly. Any product applications (see below) for memberships will be declined, as these are notoriously fiddly.
Memberships can be bought by any members of York SU. As York SU is an opt-out Union, this is every student at the University unless they opt-out.
Non-students, staff, and members of the public can also participate in your activity if you wish, however they will first need to register as an associate member of York SU first!
Associate Memberships
Associate Memberships
Non-students, staff and members of the public can register as an associate member of York SU on our website.
Shortly after applying, they will receive an email asking them to reset the password to their new York SU account. Once this has been completed, the associate member will be able to login to the York SU website and purchase memberships as usual!
If you have any questions about associate membership or concerns about the process, please contact our Helpdesk team at helpdesk@yorksu.org.
Questions?
Questions?
Contact your link staff member, our IT (it@yorksu.org), or Finance (finance@yorksu.org) teams!
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